Exhibit B - Offeror Response Form - RFP AAGA 2027-0019 Elevator Maintenance Services.pdf
PDF 134 KB Posted
- Attached to
- Elevator Maintenance Services
- Solicitation number
- RFP AAGA 2027000019 1
- Issued by
- Denver County, Denver City, Colorado
About this file
This is an Offeror Response Form (Exhibit B) for RFP AAGA 2027-0019 issued by the State of Colorado for elevator maintenance services at the Capitol Complex. The RFP requires offerors to demonstrate technical capability and compliance with Colorado Conveyance Regulations (7 CCR 1101-8) and applicable ASME standards, including submission of a comprehensive 12-month preventive maintenance schedule and documented experience maintaining elevators in a minimum of thirteen buildings. Offerors must confirm their ability to meet a maximum 1-hour on-site response time for both standard hours (7:00 AM - 6:00 PM) and after-hours/weekend emergencies, with performance penalties of $1 for every 15 minutes beyond the response deadline. The submission must include evidence of current Colorado Secretary of State business registration and conveyance licenses from the City of Denver, State of Colorado, and applicable municipalities. Additionally, offerors must detail their plan to establish fully stocked OEM-compliant spare parts inventories within 90 days of contract execution and demonstrate capable personnel with valid technician licenses and completed background checks.
The response form requires offerors to provide detailed operational capabilities including current service contracts, staffing levels, and a functional online client portal with weekly updates capturing request dates, arrival times, completion times, problem resolutions, and billing data. Offerors must commit to delivering written inspection reports within one week of service completion and finalized work orders within 24 hours, supported by documented administrative staff capabilities. The RFP mandates coordination with independent third-party testing contractors for annual periodic inspections and 5-year safety tests with completion by the May 15th annual deadline. Additionally, three current commercial references with buildings of similar size (minimum four elevators per building) must be provided, with one reference optionally including the State of Colorado. The form does not specify contract duration, renewal options, pricing terms, or award dates in the available documentation.
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EXHIBIT B – OFFEROR RESPONSE FORM
1. Technical Capability and Maintenance Compliance
A. Regulatory Alignment: Describe your experience with, and process for, ensuring that all maintained conveyances continuously comply with Colorado Conveyance Regulations (7 CCR 1101-8), ASME A17.1-
2007, ASME A18.1-2005, and ASME A17.3-2005.
B. Preventive Maintenance Management: Provide a sample 12-month preventive maintenance schedule detailing how your technicians track and execute specific monthly, quarterly, semi-annual, and annual routines (such as cleaning car door hangers, testing door speed control switches, and running cars against stop rings).
C. Safety & Testing Deadlines: Outline your plan for executing annual periodic maintenance inspections and 5-year safety tests to ensure full completion and reporting by the strict May 15th annual deadline. How do you coordinate with independent testing contractors and state representatives for the testing witnessed? Please provide a sample report on third-party testing.
D. Comparable Commercial Experience: Provide details that demonstrate experience in providing elevator maintenance services for a minimum of thirteen (13) buildings.
E. Comparable Operations Experience: Provide a detailed description of your company’s operations including the number of buildings and the number of elevators that are currently under contract for elevator maintenance services.
F. Compliance: Provide confirmation that Offeror will conform to the specifications and requirements stated in Exhibit A - Statement of Work.
G. Concurrent Repair Capabilities: Describe your company’s capabilities for providing concurrent maintenance and repair services in cases where multiple elevators are out of service at the same time.
H. Colorado Business & Conveyance Licensing: Confirm your organization is licensed and registered with the Colorado Secretary of State and authorized to conduct business in the State of Colorado.
Additionally, confirm your company holds current licenses for the following:
o City of Denver conveyance program, o State of Colorado conveyance program, o Municipalities where State elevators are to be serviced.
2. Response Time and Emergency Service Reliability
A. Emergency & Standard Deployment: The program mandates a maximum 1-hour on-site response time for both standard hours (7:00 AM – 6:00 PM) and after-hours/weekends. Describe your dispatching infrastructure, local technician availability in Metro Denver, and how you guarantee fulfillment of this requirement.
Additionally, provide your company’s physical address in the Denver Metro area.
B. Performance Penalty Accountability: Confirm your understanding of, and agreement to, the 15-minute incremental damages deductions ($1/4 of the hourly rate per 15 minutes over the 1-hour mark) for late arrivals. How does your internal logging system reconcile with the Capitol Complex
Help Desk logs to verify arrival and completion times, services performed and issues identified?
C. Shutdown & Failure Communication: In the event an elevator fails to meet safety requirements, or a dangerous condition is identified, what is your protocol for immediately notifying the Capitol
Complex Help Desk by phone and providing rapid written confirmation via email to the DPA representative?
3. Supply Chain and Inventory Management
A. On-Site Inventory Mobilization: Explain your logistical plan to establish, secure, and fully stock
OEM-compliant spare parts cabinets (containing mandatory minimum quantities, such as 12 contacts/fuses of each size, and 6 push buttons) at each required machine room within 90 days of contract execution.
B. Parts Lead Time Pipeline: How does your procurement system ensure that required parts are ordered within one (1) business day of diagnosing a need, and successfully installed within one (1) business day of receipt? What documentation can you provide to prove compliance with the State's request?
C. Obsolete Parts Protocol: Describe your workflow for sourcing alternative parts when original OEM components are entirely unavailable. Confirm your organizational acceptance of the requirement for explicit written authorization from the State before ordering alternative components.
4. Personnel Qualifications, Company History, Security, and Reporting
A. Staff Licensing & Background Screening: Provide documentation proving that all technicians and subcontractors assigned to this contract hold valid, active licenses required by State and local jurisdictions. Confirm that a complete personnel roster and completed background check forms can be delivered within one (1) week of contract award to facilitate State Patrol background checks.
B. Online Internet Information System: Provide a detailed overview of your online, internet-accessible client portal. Confirm that it updates at least weekly and captures all mandatory data points outlined in Exhibit A - Statement of Work, including specific request dates, arrival times, completion times, problem resolutions, and total hours billed for after-hours calls.
C. Administrative Turnaround: Detail your operational process for ensuring written inspection reports are emailed within one (1) week of completion to the DPA representative, and that finalized work orders are transmitted within twenty-four (24) hours of service delivery. Provide a detailed description of your company’s administrative staff capabilities to support billing and reporting requirements.
D. Company History: Provide a short history of your company. Include the founding date, major clients, staffing, and parent/subsidiary/affiliations/relationships with other firms, and types of elevator maintenance services provided.
E. Company Strengths: In general, what key strength and/or competitive advantage does your company possess that will generate superior performance of elevator services to the State of Colorado?
5. References: Provide references from three companies for which your company currently provides commercial elevator maintenance for buildings of similar sizes with a minimum of four (4) elevators per building. One company may include the State of Colorado.
Current Reference
Name
Address
Contact Name and Title
Contact Phone Number
Contact Emeal Address
Brief Description of Services Provided
Current Reference
Address
Contact Name and Title
Contact Phone Number
Public Entity Reference
Address
Contact Name and Title
Contact Phone Number
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